Dar Al Khaleej Company

HSEQ INTEGRATED MANAGEMENT PR.DAC : 001

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TITLE: PROCEDURE FOR DOCUMENT AND DATA CONTROL Rev. : A
Date : 01-10-09

DAR AL KHALEEJ COMPANY

PROCEDURE FOR DOCUMENT AND DATA CONTROL

Document No.: PR.DAC.001 Revision: A

Date: 01-10-09 File name: 55799597.doc

PREPARED BY REVIEWED BY APPROVED BY

Managing Director
SIGN SIGN SIGN

This Document is the property of Dar Al Khaleej and cannot be used nor given to outside party without prior authorization
 Dar Al Khaleej Company
HSEQ INTEGRATED MANAGEMENT PR.DAC : 001
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TITLE: PROCEDURE FOR DOCUMENT AND DATA CONTROL Rev. : A
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REVISION STATUS LOG

REVISION DATE SECTION ISSUE/AMENDMENT

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 Dar Al Khaleej Company
HSEQ INTEGRATED MANAGEMENT PR.DAC : 001
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TITLE: PROCEDURE FOR DOCUMENT AND DATA CONTROL Rev. : A
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DOCUMENT HOLDERS LIST

COPY NO. DOCUMENT HOLDER

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 Dar Al Khaleej Company
HSEQ INTEGRATED MANAGEMENT PR.DAC : 001
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TITLE: PROCEDURE FOR DOCUMENT AND DATA CONTROL Rev. : A
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TABLE OF CONTENTS

REVISION STATUS LOG 2

DOCUMENT HOLDERS LIST 3

TABLE OF CONTENTS 4

1 SCOPE 5

2 RESPONSIBILITY 5

3 DEFINITIONS 5

4 PROCEDURE 6
4.1 QUALITY ASSURANCE AND OPERATIONAL PROCEDURES 6
4.2 GENERAL, HSEQ AND OPERATIONAL FORMS/REPORTS 6
4.3 INTERNAL AUDIT CHECKLISTS/REPORTS 7
4.4 APPROVED VENDORS LIST 7
5 RECORDS 8

This Document is the property of Dar Al Khaleej and cannot be used nor given to outside party without prior authorization
 Dar Al Khaleej Company
HSEQ INTEGRATED MANAGEMENT PR.DAC : 001
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TITLE: PROCEDURE FOR DOCUMENT AND DATA CONTROL Rev. : A
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1 SCOPE

a This procedure will detail the controls to be applied to the review approval, distribution and issue of
the following documents:

 HSEQ Manual;
 HSEQ Procedure;
 Operational Procedures;
 All company Forms and Check Lists;
 National and International Standards;
 Approval of Vendors and Approved Vendors List; and,
 Internal Audit Check List.

b The procedure shall ensure that all documents within the Integrated Management system are formally
issued and the correct revisions are in place.

2 RESPONSIBILITY

a As explained in the procedure.

3 DEFINITIONS

a Controlled Document
The document which is prepared, reviewed, approved, distributed and
revised in a controlled manner to ensure that the right document will be
available at the right time in the right place and to avoid unintentional
use of obsolete documents.

b May
A requirement subject to the discretion of the authorized person

c Shall
A mandatory requirement

d Should
A requirement to be met to the greatest extent practicable

e Standard
A National or International Standards, manufacturer specifications,
drawings or equivalent

f Uncontrolled Document
The document, preparation, review, approval, distribution and revision
of which are not necessary to be done in controlled manner.

This Document is the property of Dar Al Khaleej and cannot be used nor given to outside party without prior authorization
 Dar Al Khaleej Company
HSEQ INTEGRATED MANAGEMENT PR.DAC : 001
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TITLE: PROCEDURE FOR DOCUMENT AND DATA CONTROL Rev. : A
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4 PROCEDURE

4.1 QUALITY ASSURANCE AND OPERATIONAL PROCEDURES

a The HSEQ Manual, Procedures and all Operational Procedures have been generated for the purpose of
controlling general, service and operational HSEQ in accordance with Dar Al khaleej policies and
standards requirements.

b These manuals and their revisions shall be issued and maintained as controlled documents by the
HSEQ Manager. The Managing Director shall have final approval of the HSEQ Policy and HSEQ
Manual. The HSEQ Officer and the Managing Director shall sign all procedures. The Managing
Director shall approve all Operational Procedures. Revisions to any manual/procedure shall be
approved as above. The Operational Procedures are for guidance only and therefore are not controlled.

c All HSEQ Manual or Procedure revisions shall be documented on a “Document Issue/Approval Form”
which shall also note a cross-reference to that procedure Internal Audit Checklist so in turn the
checklist can be revised.

d All manuals and any revisions shall be distributed with a Document Transmittal Notice
(FM.DAC.001-1). The notice shall provide a means for recipients to acknowledge receipt of the
manual and/or revisions.

e The HSEQ Manager shall maintain and hold the master set of all HSEQ manuals. All manuals shall be
distributed according to the master distribution list, maintained by the HSEQ Manager/his assignee.
All controlled manuals shall be stamped “CONTROLLED” with a red ink stamp.

f Any revisions to the HSEQ Manual or Procedure shall mean that the manual shall become the next
revision and the revisions shall be noted on the revision log. Therefore the manual cover and revision
log shall become the next revision but only the page, section or individual procedure revised shall
become the next revision number, the same as the cover.

g Training necessary due to revisions to the HSEQ Manual or Procedure shall be processed as follows:

 Minor Slight revision/update, which shall not affect working practices. Minor revisions shall be
documented via the manuals revision log and/or transmittal document. Consequently no extra
training will be required.
 Major Revisions/updates, which will affect working, practices. Major revisions to any manual
shall involve re-training of any personnel who require training in areas which have been revised.
All training shall be documented on a training record sheet.

4.2 GENERAL, HSEQ AND OPERATIONAL FORMS/REPORTS

a All HSEQ System forms, documents, reports or checklists computer generated or externally printed for
Dar Al khaleej, shall be issued and maintained as controlled documents by the HSEQ
Manager/Officer.
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 Dar Al Khaleej Company
HSEQ INTEGRATED MANAGEMENT PR.DAC : 001
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TITLE: PROCEDURE FOR DOCUMENT AND DATA CONTROL Rev. : A
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b The initiation of new forms and revisions to existing forms must all be instigated by the manager of
the department responsible for them. The relevant manager shall complete, sign and date a Document
Issue/Approval Form accepting forms into the system/company, along with the HSEQ Manager.

c The approval and issue of all new forms or revisions to existing forms shall be signed for on a
Document Issue/Approval Form by the relevant department Head and HSEQ Manager. All forms shall
be controlled and maintained by the HSEQ Department.

d The HSEQ Manager shall keep a master list of all documents including their latest revisions. The issue
date below the form number shall be the date the form was first generated or last revised. The master
list shall also note where or how the form has been distributed.

e All HSEQ System forms, documents, reports or checklists shall be given an individual number (i.e.
FM.DAC.001-1) which will have the issue date underneath it.

f All master copies of superseded forms held by HSEQ Department shall be destroyed. All working
superseded forms shall be destroyed by the person or department responsible.

4.3 INTERNAL AUDIT CHECKLISTS/REPORTS

a The contents/questions listed systematically on each Internal Audit Checklist by completing signing
and dating an Internal Audit Checklist Approval register.

b The contents of each Internal Audit Checklist shall address the following points:

 Does the checklist cover all aspects of the procedure;

 Does the checklist cover all aspects of ISO 9001:2008, ISO 14001:2004 and OHSAS 18001:2007
standards;
 Does the checklist cover all aspects of working practices; and,
 Procedure number, revision and description.

c Internal Audit Checklists and their issue, approval and revisions shall be controlled by the HSEQ
Manager.

4.4 APPROVED VENDORS LIST

a The approval of vendors and associated documents along with the Approved Vendors List (AVL) shall
be controlled by the HSEQ Manager. The AVL. Shall be issued to all necessary personnel via a
document transmittal form. A master list of all holders of the A.V.L. shall be maintained by the HSEQ
Department.

This Document is the property of Dar Al Khaleej and cannot be used nor given to outside party without prior authorization
 Dar Al Khaleej Company
HSEQ INTEGRATED MANAGEMENT PR.DAC : 001
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TITLE: PROCEDURE FOR DOCUMENT AND DATA CONTROL Rev. : A
Date : 01-10-09

5 RECORDS

RELATED DOCUMENT(S)

• FM.DAC.001-1 DOCUMENT TRANSMITTAL NOTICE

• FM.DAC.001-2 MASTER LIST FORM
• FM.DAC.001-3 DOC./CHANGE/PROPOSED NOTE FORM
• FM.DAC.001-4 MANUALS RECORDS

This Document is the property of Dar Al Khaleej and cannot be used nor given to outside party without prior authorization